Learning and Teaching Support Administrative Assistant

University of Glasgow; Glasgow; On-site; GBP 22,000 - 26,000; Part time

Job summary

A higher education institution in Glasgow is seeking a part-time administrative support role in the School of Engineering. This position involves acting as a first point of contact, providing administrative support to students and staff, and ensuring efficient operation of the Teaching Office. The ideal candidate will have strong organizational and communication skills, and relevant experience in higher education. The salary is £22,681 – £25,138 per annum pro rata.

Benefits

41 days of leave for full-time staff

Free 6-month UofG Sport membership

Pension handbook and benefits

Flexible working approach

Commitment to health and wellbeing

Qualifications

• Experience in educational administration preferred.
• Knowledge of University systems desirable.

Responsibilities

• Act as first point of contact for the Teaching Office.
• Provide administrative support to student conduct cases.
• Support discipline committees and quality assurance.
• Administer examinations and archive materials.
• Perform general office duties and manage room bookings.

Skills

Proven excellent administrative skills

Ability to work under pressure

Ability to use initiative

Ability to work with minimal supervision

Deal with confidential matters tactfully

Excellent attention to detail

Flexibility and willingness to adapt

Analytical problem-solving skills

Education

A1 VQ 2 / 3 or equivalent including English

Job description

Job Purpose

Act as first point of contact on the School of Engineering’s Teaching Office reception desk providing comprehensive administrative support to the school’s academic and administrative staff as well as to undergraduate and postgraduate Engineering students. Be responsible for maintaining key systems within the School of Engineering Teaching Office related to teaching and quality assurance.

Responsibilities

1. Act as first point of contact at reception in a busy teaching office for staff, students and internal / external customers, communicating efficiently, effectively and courteously.
2. Provide administrative support to student conduct cases including logging of cases, liaison with the Senate office and clerking of School conduct meetings.
3. Provide administrative support to disciplines in the School of Engineering: support key discipline committees (e.g. discipline meeting and staff student liaison committee meetings), using University systems such as Sharepoint for committee paperwork, produce accurate minutes, support Q.A. activities such as processing changes to course and programme approval documentation and preparing accreditation documentation.
4. Administration of examinations: prepare exam papers ensuring the moderation process, clerk to the Board of Examiners, liaise with external examiners and prepare required information for pre‑exam board scrutiny, design and process Teleform exam scripts, publish results.
5. Archive examination materials in accordance with the University retention plan.
6. Provide general office duties such as maintaining office equipment, maintaining notice boards and stationery stores, and identify and contribute to new office procedures to improve office systems.
7. Monitor and approve all local room bookings with the School of Engineering.
8. Undertake any other duties as directed by the Head of the Teaching Office.

Knowledge and Qualifications

• Essential:
  • A1 VQ 2 / 3, Standard Grades or equivalent including English or relevant work experience.
• Desirable:
  • B1 Knowledge of University systems and Higher Education procedures.

Skills

• Essential:
  • C1 Proven excellent administrative skills.
  • C3 Ability to work under pressure, prioritise a busy workload responding to changing priorities while maintaining high customer service standards.
  • C4 Ability to use own initiative and be pro‑active in planning ahead.
  • C5 Ability to work under minimal supervision as well as as part of an extended team.
  • C6 Deal with confidential and sensitive matters with tact and discretion.
  • C7 Excellent attention to detail (accuracy and precision in data entry).
  • C8 Flexibility and willingness to adapt to change.
  • C9 Proven analytical, problem‑solving skills.
• Desirable:
  • D1 Commitment to continuous personal improvement.

Experience

• Essential: E1 Relevant work experience preferably within Higher Education.
• Desirable: F1 Experience of using My Campus or other student records system, F2 Teaching administration experience.

Terms and Conditions

Salary will be Grade 4, £22,681 – £25,138 per annum pro rata. This post is part time (17.5 hours per week) and covers maternity leave for up to 12 months or until the substantive postholder returns. The shift pattern will be Monday and Tuesday 9 am to 5 pm and Wednesday 9 am to 12:30 pm.

Please Note: If you are a current employee of the University of Glasgow, this post is considered an internal secondment opportunity. University of Glasgow applicants should seek clearance for release for internal secondment from their line manager before applying.

Benefits

• A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
• An excellent employment package with generous terms and conditions including 41 days of leave for full‑time staff, pension handbook, benefits and discount packages.
• A flexible approach to working.
• A commitment to support your health and wellbeing, including a free 6‑month UofG Sport membership for all new staff joining the University.
• Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities, especially people from the Black, Asian and Minority Ethnic (BAME) community and other protected characteristics who are under‑represented within the University.
• We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.

Equality, Diversity and Inclusion

Applications are particularly welcome from across our communities and, in particular, people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under‑represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community.